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A Single Version of the Truth: Using Business Intelligence

A Single Version of the Truth: Using Business Intelligence






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  • PROBLEM SUMMARY: We were data rich, information-starved We have reliable transaction systems but weak reporting Programmers are required to extract information Data must be translated from coded values to more meaningful values Crawl, Walk, Run: Our philosophy has been that we would start small and grow in manageable increments Measure results and keep investment in line with results Leverage existing transactional systems and add a layer of reporting tools We have approached the project in phases, which have been defined by the Steering Committee Phase I included Financial Data, and Phase II includes academic data to support the Performance Based Instructional System
  • Something about “Circle of Life”…

A Single Version of the Truth: Using Business Intelligence A Single Version of the Truth: Using Business Intelligence Presentation Transcript

  • A Single Version of the Truth: Using Business Intelligence to Inform Policy and Decision-Making Presented to TAIR March 2010 by Kristi D. Fisher Associate Vice Provost and Director, Office of Information Management & Analysis The University of Texas at Austin
  • Overview
    • Information Management at UT Austin
    • “ Project IQ”
    • Demo Specific Academic Cubes and Reports
      • Course Enrollments
      • Teaching Activities
      • Student Demographics
      • Faculty Demographics
      • Faculty Workload
      • Formula Funding
      • Graduation and Retention Rates
  • The University of Texas at Austin
    • 51,000+ students
    • 12,000 degrees awarded annually
    • 17 colleges
    • 2,500 faculty, 14,000 staff
    • $2+ billion budget
    • $460+ million research funding
  • Information Management & Analysis (IMA)
    • Statutory / Required Reporting
      • Texas Higher Education Coordinating Board (THECB)
      • IPEDS
      • Legislative Budget Board
      • NCAA
    • Accountability Systems
      • THECB
      • UT System
    • Data Sharing Consortia (AAU Data Exchange) for Comparison / Benchmarking Data
  • Information Management & Analysis (IMA)
    • Institutional Task Force / Committee Support
      • Formula Funding Task Force
      • First Year Support Programs Working Group
      • Gender Equity Task Force
      • Transfer Student Working Group
      • Task Force on Enrollment Strategy
    • Ad-hoc Data Support to Executive Officers (white papers, speeches, legislative issues)
    • Ad-hoc Requests for Information from Media, General Public, Researchers, etc.
    • Response to Surveys and Rankings
      • USN&WR, NRC Doctoral Programs
  • Information Management & Analysis (IMA)
    • Online Information Systems:
      • FaSET 12 th Class Day System
      • ISFACL – Facilities Reporting System
      • Faculty Prior Approval Request Document
      • HRMS Faculty Positions
      • Faculty Rosters / Separations / Elections / Credentialing
      • Faculty Workload
    • Faculty Database and Processes
    • *** Extensive Batch Processing and Reporting ***
    • New Web Site (for more self-service information delivery)
  • Information Management & Analysis (IMA)
    • Enterprise Data Warehouse Support:
    • “ IQ/PBIS” – stewardship, business requirements, data sourcing, validation, analysis
      • Course Enrollments Cube
      • Student Demographics Cube
      • Teaching Activities Cube
      • Faculty Demographics Cube
      • Formula Funding Cube
      • Faculty Workload Cube
      • FTIC Retention and Graduation Rates Cube
      • Faculty Instructional Summary Report
      • Simultaneous Majors Report
      • Student Flow / Progression Reports
      • and much, much more….
  • Assoc. Vice Provost and Director, Information Management & Analysis Associate Vice President Associate Director for Reporting Assistant Director for Research Assistant Director for IT Services Assistant Director Faculty Information Senior Admin. Associate Office Assistant Research Analyst Research Analyst Senior Systems Analyst Systems Analyst Information Analyst Systems Analyst Office of Information Management and Analysis Organizational Chart – February 2, 2010 Research Analyst Senior Systems Analyst Business Analyst Business Analyst (IQ) B.I. Developer Research Analyst Information Analyst
  • IQ - Information Quest is… … a business intelligence initiative that provides accurate and flexible analytical tools and management information to support University leaders in data-driven decision making . Initiative was started by our VP for Financial Affairs. Phase I = Financial Information
  • Why UT Austin Began IQ
    • We are data rich, but information-starved
      • We have reliable transaction systems but weak reporting
      • The information we need to analyze is in transactional databases, which are not usable for analysis
      • Coded data requires interpretation
    • Programmers required to extract and format information
    • Process to retrieve information can be time-intensive
  • IQ …
    • Gives University leaders the information they need in the way they want it …
      • Tools for reporting and analysis
      • Quick extraction of data without custom programming
      • Systematically updated data
      • Flexible formatting of data
      • Appropriate security
  • What Information Goes into IQ? Research Info Faculty & PBIS info Student Info Financial Info Alumni/Donor Info Facilities Human Resources Info
  • Benefits for Decision-Makers
    • Easily access trend information
    • Evaluate outcomes for specific populations – vary the characteristics (criteria) that define the population
    • Efficiently answer strategic questions without programmer intervention
    • “ Single version of the truth” – consistent definitions across campus facilitate comparison to other colleges
    • Monitor and manage strategic performance initiatives
    • Investigate data to identify trends that have meaning in light of college initiatives
  • What is Cognos?
    • Cognos Business Intelligence software runs on a series of servers that you access with you internet browser. Cognos lets you:
    • Analyze your data in many different ways, at many different levels, and create charts and graphs quickly and easily…
    • … with the click of a mouse!
  • IQ Uses Cognos to Turn Transactional Data Into Management Information
  • How Does IQ Work? The products of IQ are “cubes” and reports.
  • Project Process
    • Requirements Determination – Circle Diagram Session
    • Load all related data
    • Validate
    • Cleanse
    • Develop cubes and reports
    • Validate and cleanse
    • User acceptance testing
    • Develop training curriculum
  • IQ Data Integrity Legacy Systems (revised) Course Cube ORACLE (warehouse) Student Cube COGNOS Faculty Cube Enrollment Report Legacy Systems (original)
    • Four – way data validation:
      • Mainframe to Mainframe
      • Mainframe to Oracle
      • Oracle to Cubes
      • Cubes to Mainframe
  • Information Quest (IQ) Tools
    • ETL tools: IBM Data Stage; Treehouse tRelational / DPS
    • RDBMS : Oracle 9i/10g, SQL-Server
    • O/S : Sun Solaris RAC, IBM Z/OS, Windows 2003
    • BI tools: Cognos Powerplay 7.4, Impromptu 7.4, Cognos 8.2/8.3 (new)
    • Named User Accounts: 1,250
  • IQ / PBIS Process Circle Diagram
  • IQ / PBIS Process Translate to Cube
  • IQ / PBIS Process Business Rules
    • Example of Business Rules (give handout)
  • IQ / PBIS Process Training Materials
  • Project Approach
    • Focus on business questions to answer
    • Collaboration between IQ team, data stewards and college deans/VP’s
    • Business not IT project
    • Proof of concept must capture essential business questions with actual business data
    • Shorten time-to-market for analytical needs
    • Under-promise and over-deliver
  • Project IQ Structure Phase II Subcommittee Phase 1 Subcommittee
  • Roles of the B.I. Data Steward
    • “ Owns” the data
    • Maintains source systems & databases
    • Drives /determines business requirements
    • Identifies / developss data sources
    • Determine data definitions, joins
    • Validates data transfer, cubes, reports
    • Develops reports
    • Creates and maintains business rules, FAQ’s, training materials, etc.
  • IMA, IQ, and Cognos
  • Phase II = “IQ/PBIS”
    • Information to Support the Performance Based Instruction System and …
      • Course and Instruction Planning
      • Enrollment Management
      • Strategic Discussions with EVPP/Pres
      • Accountability Systems
  • IQ / PBIS Process Business Questions
    • What percent of our undergraduate courses are taught by professional faculty? By senior lecturers, visiting or clinical faculty, lecturers and specialists?
    • How many TA’s are needed? How are they being used? How many faculty do I have in each department that need TA support?
    • What programs does course “GOV 310" draw students from? What majors is this course serving?
    • How can we best utilize the space we have to offer enough classes? What percent of seats were taken for each course? Were room sizes commiserate with enrollment?
    • How much formula funding is potentially foregone due to class/student level mismatches? Due to repeatability? Excess hours?
  • IQ / PBIS Process Business Questions (cont.)
    • How do we effectively evaluate classes? Is there some correlation between evaluation results and class size, the use of technology, faculty rank, etc…?
    • What are our 4-year graduation rates? How do they change if we exclude special classes of students (such as those in 5-year programs)?
    • How can we best manage enrollment? What is the impact of readmissions? SCH in excess of requirements? Admissions under CAP?
    • What is our student/faculty ratio by student level?
    • What are the indicators/predictors of success for students from specific subpopulations? To what extent are our first-year support programs effective in improving student success?
    • etc…
  • IQ/PBIS Subject Areas
    • Course Enrollments
    • Teaching Activities
    • Faculty Workload
    • Faculty Demographics
    • Student Demographics
      • Graduation and Retention Rates
    • Instructional Cost / Budgeting
      • Affordability
      • Formula Funding
    • Course Completions / Output / Evaluations
    • Progress to Degree / Degrees Awarded
    • Facilities Utilization / Planning
    • Admissions
  • Cubes and Reports Under Development
    • Cubes:
    • Transfer Graduation & Retention Rate
    • Graduate Graduation & Retention Rate
    • Affordability
    • Faculty Tenure-Track Progression
    • Degrees Awarded
    • Reports:
      • Student Success by Sub-Population (First Gen, etc.)
      • Time to Degree
      • DFW Rates for STEM Courses
  • Access and Security
    • Authorizations and training are requested by the IQ/PBIS Dean’s Office Contact for each college.
    • Must have a Cognos account.
    • Each account is put into a user class , and the user class is authorized for reports and cubes.
    • All authorizations are “Institutional” view
    • Must attend training for subject areas to have access
    • Must acknowledge Statement of Appropriate Use to have access…
  • Statement of Appropriate Use https://utdirect.utexas.edu/iq/aboutiq.WBX
    • Purpose of IQ/PBIS is to provide academic management information to university administrators
    • Not to be used for personal knowledge or gain
    • Authority to grant access rests with Dean or VP
    • Every user must attend training and acknowledge this Statement of Appropriate Use
    • IMA provides “official” University info to THECB, Legislature, etc.
    • Refer responses to external requests follow university policy (Public Info. Act, FERPA, etc.)
    • Responses to internal requests are at Dean or VP discretion
    • Remember the sensitive nature of individually identifiable data
  • Deployment
    • On-site and/or individualized training
    • College information sessions
    • Established dean’s office contacts
    • Incorporating project into established academic performance initiatives (Provost’s and President’s Offices)
  • More Time For Decisions Data Gathering Analyze & Interpret Consider Options Consider Options Information Gathering Analyze BEFORE AFTER
  • Pulse Check
    • Is anyone using them?
    • Are you addressing the correct business questions and business questions correctly?
    • Can you show ROI?
    • What is the Single Version of Truth?
    • How is the quality of data ensured?
    • DEMO
  • Questions?
    • Kristi D. Fisher
    • University of Texas at Austin
    • Office of Information Management and Analysis
    • [email_address]
    • (512)471-3833
    • http://www.utexas.edu/academic/ima/
  • 12 th Day Course Enrollments
  • Question #1
  • Answer: Seats Taken by Major
  • Question #2
  • Answer: Trend for ACC 311
  • Question #3
  • Answer: % Taught by TN/TT
  • Answer: % Taught by TN/TT
  • Analyze a Specific Class
  • Class Profile Report
  • Outcomes
  • 12 th Day Teaching Activities
  • Teaching Activities Detail Report
  • Instructional Summary
  • How much (and who) do faculty teach? DRAFT
  • How much (and who) do faculty teach? DRAFT
  • How much (and who) do faculty teach? DRAFT
  • Teaching Load Credits per State-Paid FTE Faculty DRAFT
  • Teaching Load Credits per State-Paid FTE Faculty – College Level DRAFT
  • Teaching Load Credits per State-Paid FTE Faculty – Department Level DRAFT
  • Workload Trends by Credit Type DRAFT
  • Institutional TLC’s per State-Paid FTE and Tenure Status DRAFT
  • Institutional TLC’s per State-Paid FTE and Tenure Status – Department Level DRAFT
  • Monitoring Individual Faculty DRAFT
  • Monitoring Individual Faculty DRAFT
  • Faculty Instructional Summaries (Sample from Chemical Engineering – Fall 2007) DRAFT